Exploring Microsoft

Office Excel 2007

Chapter 1:
Introduction to Excel
What Can I Do with a Spreadsheet
Robert Grauer, Keith Mulbery, Judy Scheeren

Committed to Shaping the Next Generation of IT Experts.

1

Copyright
2008
Pearson
Prentice Hall.
rightsreserved.
reserved.
Copyright
2008
Prentice-Hall.
All All
rights

Objectives

Define worksheets and workbooks

Use spreadsheets across disciplines
Plan for good workbook and worksheet
design
Identify Excel window components
Enter and edit data in cells

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Objectives (continued)

Describe and use symbols and the order of

precedence
Display cell formulas
Insert and delete rows and columns
Use cell ranges, move, copy, paste, paste
special, and AutoFill
Manage worksheets

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Objectives (continued)

Format worksheets
Select page setup options for printing
Manage cell comments

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Define Worksheets and

Workbooks

Spreadsheet computerized equivalent of a

ledger

Excel a computerized spreadsheet application used

to build and manipulate worksheets and workbooks

Worksheet a spreadsheet that may contain

data, values, formulas, and/or charts
Workbook a collection of related worksheets
within one file

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Define Worksheets and

Excel workbook
Workbooks

This workbook currently

has three worksheets

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Using Spreadsheets Across

Disciplines

Spreadsheets have applications in varied disciplines

Used for business applications, such as accounting
Used for what-if analysis in business planning
Can also be used in scientific applications

Geologists can use to chart data about scientific

phenomena
Social Scientists can use to predict voting results

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Planning for Good Workbook and

Worksheet Design

Plan before you start entering data

Steps to ensure a good design:

Decide on the purpose of the spreadsheet and how it will

be constructed
Make it obvious where data is to be entered
Enter data and set up formulas wherever possible

Allow Excel to do what it was designed for automatic

calculation

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Planning for Good Workbook and

Worksheet Design

Test multiple times to make sure the results are

what you expect

Know what your results should be, so that you know your
result is correct

Format the worksheet so it looks appealing

Document the worksheet as thoroughly as possible
Save and print the results

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Identifying Excel Window

Components

Worksheet is divided into a grid of rows and

columns

Cell an intersection of a column and a row

Cell reference the address of that intersection

Rows are numbered; columns are lettered

Designated by column letter, then row number

Navigate worksheets using either the mouse or

keyboard

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Identifying Excel Window

Components

Active cell

Formula bar

Shows the active cells contents

Name box

The cell you are working in; where data will be

input

Displays active cells address or name it has been

given

Sheet tabs

What sheets of workbook are available

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11

Identifying Excel Window

Components

Status Bar

Displays information about a selected command or

operation in progress

Select All button

used to select all elements of the worksheet

Primary replacement for menus and toolbars made up of

tabs, groups, and commands

Ribbon
Tab

Designed to be task-oriented
Each one is made up of several groups to facilitate viewing
all of its functions without opening menus
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Identifying Excel Window

Formula
Components
Bar

Column
Heading

Name
Box

Active
Cell

Select All
button

Row
Heading
Sheet
Tabs

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Status
Bar

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Enter Data in a Cell

Create a new workbook and enter data

Three types of data you can enter:

Text letters, numbers, symbols, and spaces

Values numbers that represent a quantity, an
amount, a date or time
Formulas combination of numbers, cell
references, operators, and/or functions

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Edit Data in a Cell

Three most common methods to edit data in a

cell:

Select the cell you want to edit, click in the

Formula Bar, make changes, press Enter
Double-click in the cell to be edited, make the
changes, press Enter
Select the cell, press the F2 key, make the
changes, press Enter

Two options to clear the contents of the cell:

Click on the cell and delete

Click on Clear arrow in the Editing group on
the Home tab
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15

Using Save and Save As

Click the Office button, then select Save or

Save As

Use the Save As option if you need to assign

a name to the file

Provides the Save As dialog box

Once named, use the Save command

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16

Mathematical Operations and

Formulas

Mathematical operations are the backbone of

Formulas are used to perform mathematical

Excel

operations and arrive at a calculated result

Must begin with an equals (=) sign
Used to automate calculations that were
done manually
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Operator Symbols and Order

Precedence

Operator symbols include:

Addition (+), Subtraction (-), Multiplication (*), and

Division (/), Exponentiation (^)

Order of Precedence controls the sequence

in which arithmetic operations are performed:

Basic rules anything in parenthesis performed

first; then multiplication and division; then addition
and subtraction

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18

Displaying Cell Formulas

Press the Ctrl key plus

the grave accent (`)
key to display formulas
in a worksheet

19
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Insert/Delete Rows or Columns

Due to modifications required in a worksheet, rows

and columns may need to be inserted
To insert a new row

To insert a new column

Click on the row number below where you want the new
row inserted
Click on the column letter to the right of where you want the
new column inserted

Click the Insert down arrow on the Cells group on

the Home tab

Select Insert Sheet Rows or Insert Sheet Columns

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Insert/Delete Individual Cells

May need to insert and delete individual cells

instead of entire row or column
Can shift cells to the left, right, up, or down
to insert and/or delete individual cells

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Insert/Delete Individual Cells

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Ranges

A range is a rectangular group of cells in a

worksheet

Select a range

Can be one cell; may be entire worksheet

Click and hold left mouse button and drag from

beginning of range to end
Select first cell, then hold the Shift key while
clicking the last cell

Can be contiguous (together) or

noncontiguous (not together)
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Ranges (continued)
Ranges are shown
in red and yellow

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Move and Delete

The move operation transfers the contents

from one location to another

Use the drag and drop method

Use Cut and Paste method

The delete operation removes all contents

from the cell or range of cells

Select the range and click Delete

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25

Copy, Paste, and Paste Special

The Copy command makes a duplicate of the

contents in the selected range and places it
on the Clipboard
The Paste command places the contents of
the Clipboard in the selected range
The Paste Special command allows users
several different options

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Auto Fill

Enables you to copy the content of a cell or a range

of cells
Drag the fill handle over an adjacent cell or range of
cells

The fill handle is a small black square appearing in the

bottom-right corner of a cell

Use to repetitively copy contents of one cell

Use to complete a sequence like years or months

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Manage Worksheets

Rename worksheets

Change Sheet Tab Color

Right-click sheet tab and select Rename

Type the new name and press Enter
Right-click sheet tab and point to Tab Color
Select Theme Colors, Standard Colors, No Color,
or More Colors

Move, delete, copy or add worksheets

Right-click sheet tab and select the desired

operation
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Formatting Worksheets
Draws attention to important areas
of the worksheet
Change fonts, colors, styles
Merge and center labels

Center text across a range of cells

Merged cells are treated as one

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Formatting Worksheets
(continued)

Adjust cell height and width

Drag the border between two column headings

Double-click on the border between two column headings
AutoFit automatically adjusts

Apply borders and shading

Select a cell border from Borders in the Font group on the

Home tab
Use the Border tab in the Format Cells dialog box

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Formatting Worksheets
(continued)

Insert Clipart

Used to represent most important aspect of

spreadsheet content
Use sparingly; can be distracting or take large
amounts of disk space

Format Cells

Control formatting for numbers, alignment,

fonts, borders, colors, and patterns
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Page Setup and Printing

Orientations

Portrait prints vertically down the paper

Landscape prints horizontally down the paper

Left, right, top, bottom

Margins

Headers and footers

Headers appear at the top of every page

Footers appear at the bottom of every page

Show gridlines, row and column headings

See how the spreadsheet will print

Sheet options
Print preview

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32

Managing Cell Comments

Adds documentation to the cell

Provided to clarify thoughts and define
formulas
A red triangle appears in the cell containing
the comment
Comment is visible when you point at the cell

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Questions?

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All rights reserved. No part of this publication may be reproduced, stored in a

retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.

Copyright 2010 Pearson Education, Inc.

Publishing as Prentice Hall